Location: Remote, with preference for candidates able to attend hybrid on-site days in the Greater Toronto Area

Position Summary
The Finance and Administration Coordinator supports the financial, administrative, and HR operations of ClinSurge Research's clinical trial portfolio. This role is responsible for maintaining accurate CTMS study records, managing study invoicing and participant stipend processes, reviewing and processing investigator payments, running payroll and maintaining employee profiles, tracking staff onboarding/offboarding, and providing administrative and recruitment support across the organization. The ideal candidate is detail-oriented, comfortable working with financial data and clinical systems, and able to manage multiple studies and deadlines simultaneously.

Key Responsibilities
CTMS & Study Financial Setup

Build and maintain study records within the Clinical Trial Management System (CTMS), including budgets, visit schedules, and payment milestones

Ensure CTMS data accuracy and consistency across active studies

Update study builds as protocol amendments or contract changes occur

Study Invoicing

Prepare and submit study invoices to sponsors/CROs in accordance with contract terms and payment schedules

Track invoice status, follow up on outstanding payments, and reconcile discrepancies

Maintain organized records of invoicing history per study

Participant Stipend Payments

Process participant stipend and reimbursement payments accurately and on schedule

Track stipend payment logs per study and ensure compliance with protocol-specified payment terms

Address participant payment inquiries in coordination with clinical staff

Review and process payments to principal investigators and sub-investigators

Verify payment amounts against contracted rates and completed milestones/visits

Maintain investigator payment records and support audit-readiness

HR Support Functions





Manage and run payroll and maintain employee profiles within QuickBooks

Track staff onboarding and offboarding items, ensuring required steps and documentation are completed on schedule

Provide support with staff recruitment activities as needed

Other Administrative Support

Assist with drafting source document templates and related study documentation

Support updates to administrative forms and internal templates

Support AI-driven workflow updates and process improvements across the administrative function

Provide general administrative support to the operations and clinical teams as needed

Qualifications & Experience
Required

2+ years of experience in an administrative, finance, or coordinator role, preferably within clinical research, healthcare, or a related field

Experience with AI tool build-out or implementation (e.g., configuring or deploying AI-assisted workflows/tools)

Project management experience; ability to independently manage timelines and competing priorities across multiple studies

Robust attention to detail and organizational skills

Comfortable working with budgets, invoices, and payment tracking

Proficient in Microsoft Excel/Office, QuickBooks (including payroll and employee profile management), and Claude Enterprise

Experience supporting onboarding/offboarding processes and general HR administration an asset

Strong written and verbal communication skills

Comfortable working remotely with reliable availability for occasional on-site collaboration in the GTA

Preferred

Diploma or degree in Finance, Business Administration, or a related field

Familiarity with CTMS platforms and clinical trial financial workflows

Experience with other clinical study management software

Core Competencies

High attention to detail and analytical rigor

Discretion around confidential financial and participant information

Ability to balance multiple studies and competing priorities

Professional judgment and integrity

Adaptability to evolving tools and workflows

#J-18808-Ljbffr

📌 Finance and Administration Coordinator (Ontario)
🏢 ClinSurge Research
📍 Ontario